RFP 685 Office of Victims' Rights Case Management System.pdf

RFP 685 Office of Victims’ Rights Case Management Software Issued By: JC Kestel, Procurement Manager, Legislative Affairs Agency Issue Date: May 31, 2025 Page 1 of 49

REQUEST FOR PROPOSALS PACKAGE

RETURN THIS PROPOSAL TO THE ISSUING OFFICE:

LEGISLATIVE AFFAIRS AGENCY

Procurement and Supply Section

Issuing Office Mailing Address: State Capitol, 120 4th Street, Room 3, Juneau, AK 99801-1182

Issuing Office Hand Delivery Address: Terry Miller Legislative Office Building, 129 6th Street, Room 222, Juneau, Alaska

REQUEST FOR PROPOSALS (RFP) NO. 685

OFFICE OF VICTIMS’ RIGHTS CASE MANAGEMENT SOFTWARE

SEALED PROPOSALS MUST BE RECEIVED AT THE ABOVE ADDRESS OR MUST BE

EMAILED TO LAA.PROCUREMENT@AKLEG.GOV BY 2:00 P.M. ON MONDAY, AUGUST 4,

2025. FAXED PROPOSALS ARE NOT ALLOWED.

Offerors Are Not Required to Return this RFP with the Proposal.

Under AS 36.30.020, the Alaska Legislative Council adopted procurement procedures that were based on competitive principles consistent with AS 36.30 and adapted to the special needs of the Legislative Branch. Therefore, the Legislative Branch follows its own procurement procedures (Alaska Legislative Procurement Procedures) and is not subject to the procurement procedures of the Executive Branch. Copies of the Alaska Legislative Procurement Procedures are available upon request or at:

https://aws.state.ak.us/OnlinePublicNotices/Notices/Attachment.aspx?id=137335

IMPORTANT NOTICE: YOU MUST REGISTER WITH THE PROCUREMENT MANAGER LISTED IN THIS

DOCUMENT TO RECEIVE SUBSEQUENT AMENDMENTS, WHETHER YOU RECEIVED THIS RFP FROM

THE STATE OF ALASKA’S “ONLINE PUBLIC NOTICE” WEBSITE, VIA THE MAIL, OR FROM ANOTHER

SOURCE. FAILURE TO CONTACT THE PROCUREMENT MANAGER MAY RESULT IN THE REJECTION

OF YOUR PROPOSAL. OFFERORS SHALL THOROUGHLY REVIEW ALL THE REQUIREMENTS OF THE

RFP WHEN SUBMITTING THEIR PROPOSALS. A PROPOSAL CHECKLIST HAS BEEN INCLUDED FOR

OFFERORS TO USE, THE CHECKLIST IS INTENDED AS A REMINDER OF CERTAIN IMPORTANT ITEMS AND IS NOT INTENDED TO BE A COMPLETE LIST OF WHAT MUST BE INCLUDED IN THE PROPOSAL.

JC Kestel, Procurement Manager

PH: 907-465-6705

TDD: 907-465-4980

Email: LAA.Procurement@AKLeg.gov mailto:LAA.PROCUREMENT@AKLEG.GOV https://aws.state.ak.us/OnlinePublicNotices/Notices/Attachment.aspx?id=137335 mailto:LAA.Procurement@AKLeg.gov

Issue Date: May 31, 2025 Page 2 of 49

Table of Contents

SECTION ONE - NOTICES TO OFFERORS

1.01 PURPOSE OF RFP

1.02 PROCUREMENT MANAGER

1.03 PRE-PROPOSAL TELECONFERENCE

1.04 SCHEDULE OF EVENTS

1.05 RIGHT OF REJECTION

1.06 PHOTOCOPIES

1.07 ALASKA BUSINESS LICENSE AND LEGAL ENTITY

1.08 U.S. FUNDS

1.09 TAXES

1.10 CONTACTS / RFP QUESTIONS / CONTACT PERSON

1.11 REVIEW OF RFP

1.12 PROPOSAL SUBMISSION, DELIVERY, AND ACCEPTANCE

1.13 DISCUSSIONS WITH OFFERORS

1.14 AMERICANS WITH DISABILITIES ACT

1.15 PREFERENCE FOR ALASKA OFFEROR

1.16 FUND OBLIGATIONS

1.17 CANCELLATION; REJECTION OF ALL PROPOSALS; PREPARATION COSTS

1.18 REJECTION OF INDIVIDUAL PROPOSALS

1.19 MORE THAN ONE PROPOSAL SUBMISSION

1.20 PROCUREMENT PROCEDURES

1.21 DISCLOSURE OF PROPOSAL CONTENTS

1.22 ADDITIONAL TERMS AND CONDITIONS

1.23 FORMAT OF CONTRACT

1.24 FIRM OFFER

1.25 AWARD OF CONTRACT

1.26 AWARD CRITERIA

1.27 NOTICE OF INTENT TO AWARD

1.28 PROTEST

1.29 CONTRACT NEGOTIATIONS

1.30 FAILURE TO NEGOTIATE

1.31 CONTRACT AMENDMENTS

1.32 CONTRACT ASSIGNMENT/TRANSFER

1.33 TERMINATION OF CONTRACT

1.34 BINDING ON SUCCESSORS

1.35 BREACH OF CONTRACT

1.36 APPLICABLE LAWS

Issue Date: May 31, 2025 Page 3 of 49

1.37 VENUE AND APPLICABLE LAW

1.38 RECORDS; AUDIT

1.39 OWNERSHIP AND REUSE OF DOCUMENTS

1.40 MATERIALS AND PROCESSES COVERED BY PATENTS, TRADEMARKS, OR COPYRIGHTS

1.41 INDEMNIFICATION

1.42 FORCE MAJEURE

1.43 INSURANCE

1.44 TIME

1.45 HUMAN TRAFFICKING

1.46 COVERAGE UNDER ETHICS LAW

SECTION TWO - RFP SPECIFICATIONS

2.01 BACKGROUND INFORMATION

2.02 MINIMUM QUALIFICATION REQUIREMENTS

2.03 SCOPE OF WORK AND SERVICES

2.04 PHASING, GENERAL TERMS, AND CONDITIONS OF ENSUING CONTRACT

2.05 PROJECT DIRECTOR

2.06 AUTHORITIES AND LIMITATIONS

SECTION THREE - PROPOSAL FORMAT AND CONTENT

3.01 GENERAL INSTRUCTIONS

3.02 TECHNICAL PROPOSAL FORMAT

3.03 COST PROPOSAL REQUIREMENTS

3.04 DEMONSTRATION (IF SELECTED)

SECTION FOUR - EVALUATION CRITERIA

4.01 EVALUATION PROCESS

4.02 UNDERSTANDING OF THE PROJECT

4.03 UNDERSTANDING OF REQUIREMENTS

4.04 EXPERIENCE AND QUALIFICATIONS

4.04 CONTRACT COST

4.05 DEMONSTRATION (IF SELECTED)

SECTION FIVE – RFP AND CONTRACT FORMS

5.01 SAMPLE EVALUATION FORM

5.02 SAMPLE OFFEROR DEMONSTRATION EVALUATION FORM

5.03 LIST OF DETAILED REQUIREMENTS

5.04 COST PROPOSAL FORM

5.05 PROPOSAL CHECKLIST

Issue Date: May 31, 2025 Page 4 of 49

SECTION ONE - NOTICES TO OFFERORS

1.01 PURPOSE OF RFP

The Legislative Affairs Agency (Agency) is soliciting proposals on behalf of the Office of Victims’ Rights (OVR) from qualified Contractors to provide a Case Management System (CMS). Currently, OVR operates a highly customized legacy software package to perform case management, including case creation, electronically collecting case evidence and notes, and managing workflows. OVR is interested in a commercial off the shelf (COTS) application to support OVR and ten (10) staff with minimum customization necessary.

A more detailed description of the project including the Work and Services that are to be performed are described in section two (RFP Specifications) of this RFP.

1.02 PROCUREMENT MANAGER

The Procurement Manager for this project is the Agency’s Procurement Officer. The Procurement Manager's office is located in Juneau, Alaska. EMAIL:

LAA.Procurement@AKLeg.gov, PH: 907-465-6705, TDD: 907-465-4980.

1.03 PRE-PROPOSAL TELECONFERENCE

All prospective Offerors are encouraged to call into the pre-proposal teleconference. This pre-proposal teleconference will be held on Monday, June 23, 2025, at 10:00 a.m., Alaska Time.

To attend, Offerors shall call one of the following teleconference lines: 907-586-9085 (Juneau), 907-563-9085 (Anchorage), or 1-844-586-9085 (toll free outside of Juneau and Anchorage).

The purpose of the pre-proposal teleconference is to discuss details of the RFP with the prospective Offerors and allow them to ask questions concerning the RFP. Call-in attendance at the pre-proposal teleconference is not mandatory. Participants should read the RFP and call in prepared to discuss any concerns and ask questions related to the RFP and specified services.

Questions asked during the teleconference will be answered in accordance with paragraph 1.10 (Contacts / RFP Questions / Contact Person). The Procurement Manager may request potential Offerors to submit questions in writing for further clarification.

Offerors with a disability needing accommodation should contact the Procurement Manager prior to the date set for the pre-proposal teleconference so that reasonable accommodation can be made.

1.04 SCHEDULE OF EVENTS

This schedule represents the Agency’s best estimate. If one component is delayed, the remainder of the schedule may be shifted an equivalent number of days at the Agency’s discretion.

RFP Issue Date May 29, 2025 Pre-proposal Teleconference June 23, 2025 Deadline for Written Questions July 24, 2025 Deadline for Receipt of Proposals and Proposals Opened August 4, 2025 Scheduled Demonstrations (by invite only) August 11-12, 2025

Issue Date: May 31, 2025 Page 5 of 49

Notice of Intent to Award Contract Issued (NIA) August 25, 2025 State Signs Contract September 5, 2025

1.05 RIGHT OF REJECTION

A proposal may be rejected if the proposal contains a material alteration or erasure that is not initialed by the signer of the proposal.

The Procurement Manager may waive minor informalities that:

a) do not affect responsiveness;

b) are merely a matter of form or format;

c) do not change the relative standing of or otherwise prejudice other offers;

d) do not change the meaning or scope of the RFP;

e) are trivial, negligible, or immaterial in nature;

f) do not reflect a material change in the work, services, or products requested; or

g) do not constitute a substantial reservation against a requirement or provision.

1.06 PHOTOCOPIES

Photocopied proposals may be submitted. However, at least one original document, with an original signature on the enclosed Proposal and Price Offer Forms, must be submitted.

If the Offeror chooses to submit their proposal through email, a scanned copy of the original signed document, submitted by email, is sufficient to meet the requirement of this section.

However, at any time, the Procurement Manager may request that an Offeror provide the Procurement Manager with the original signed document. If requested by the Procurement Manager, the Offeror shall deliver the original signed document to the Procurement Manager within five (5) business days of the request. Failure to provide the Procurement Manager with an original signed document under this paragraph may result in an Offer being determined to be nonresponsive or termination of a Contract resulting from this RFP.

1.07 ALASKA BUSINESS LICENSE AND LEGAL ENTITY

The Offeror must have a current, valid Alaska business license when the proposal is submitted.

The Offeror must include the business license number in the cover letter or provide a copy of the business license with the Proposal. The Offeror must include in the cover letter the type of legal (e.g., corporate) entity of the Offeror and the current status of that entity. If the Offeror is a corporation or a limited liability company, the business entity must be in good standing with the State of Alaska Department of Commerce, Community, and Economic Development at the time of proposal submission. For more information regarding an Alaska business license or legal entity’s status, please contact the Division of Corporations, Business and Professional Licensing in the Department of Commerce, Community, and Economic Development at (907) 465-2550 or visit: https://www.commerce.alaska.gov/web/cbpl. If an Offeror fails to comply with this paragraph, the Agency reserves the right to disregard the proposal.

1.08 U.S. FUNDS

Prices quoted shall be in U.S. funds.

https://www.commerce.alaska.gov/web/cbpl

Issue Date: May 31, 2025 Page 6 of 49

1.09 TAXES

A proposal shall reflect that the Offeror is responsible for all federal, state, and municipal taxes.

A proposal must include all federal, state, and local taxes; those taxes may not be set out or billed for separately.

1.10 CONTACTS / RFP QUESTIONS / CONTACT PERSON

An Offeror or their agent may not contact any member of the Proposal Evaluation Committee (PEC), the staff of a member of the PEC, or any member of the legislature or their staff regarding this RFP. All questions concerning this request for proposals must be directed to the Procurement Manager.

There are generally two types of questions:

(1) A question which can be answered by directing the Offeror to the specific section of the RFP where the information is found. Response to these questions may be given over the phone or email but are limited to directing the Offeror to a portion of the RFP which can then be read by the Offeror.

(2) A question that would require the Procurement Manager to clarify or interpret part of the RFP or its intent. Response to this type of question will not be given except in writing via amendment to the RFP, and Offerors must put these questions in writing; "writing" includes, but is not limited to, email; these questions should be received by the Procurement Manager at least ten (10) days prior to the deadline for receipt of proposals.

The Procurement Manager is JC Kestel, Legislative Affairs Agency, State Capitol, 120 4th

Street, Room 3, Juneau, Alaska. EMAIL: LAA.Procurement@AKleg.gov, PH: 907-465-

6705, TDD: 907-465-4980.

1.11 REVIEW OF RFP

Offerors shall carefully review this RFP, without delay, for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing and should be received by the Procurement Manager at least twelve (12) days before the deadline for receipt of proposals. This will allow issuance of any necessary amendments. It will also help prevent the opening of a defective solicitation and exposure of an Offeror’s proposal upon which award could not be made.

1.12 PROPOSAL SUBMISSION, DELIVERY, AND ACCEPTANCE

Offerors must submit and deliver their proposal in one sealed package to the issuing office identified on Page 1 of this RFP or may email their proposal to the Procurement Manager at the email address shown on Page 1 of this RFP, no later than the date and time listed on Page 1 of this RFP as the deadline for receipt of proposals. If emailed, the email must contain the RFP number in the subject line of the email. Mailed or hand delivered packages must be marked on the outside to identify the RFP and the Offeror.

An Offeror must complete and submit the form in paragraph 5.04 (Cost Proposal Form).

One (1) copy of the form in paragraph 5.04 (Cost Proposal Form) should be submitted in a separate sealed envelope or PDF document marked COST PROPOSAL with the RFP number mailto:LAA.Procurement@AKLeg.gov

Issue Date: May 31, 2025 Page 7 of 49 on the outside of the envelope or the COST PROPOSAL shall be emailed in the form of a PDF document labeled COST PROPOSAL with the RFP number in the subject line of the email.

One (1) copy of the TECHNICAL PROPOSAL with the remainder of the offer shall be submitted in a sealed envelope or container with the RFP number on the outside of the sealed envelope or container; or the TECHNICAL PROPOSAL with the remainder of the offer shall be emailed in the form of a PDF document labeled TECHNICAL PROPOSAL with the RFP number in the subject line of the email that the PDF forms are sent in.

Emailed proposals must be submitted as an attachment in PDF format. The PDF document should be named in a format such as “Offeror A – Cost Proposal for RFP 685.pdf” (Offeror A is the name of the Offeror).

Please note that the maximum size of a single email (including all text and attachments) that can be received by the Agency is 50 megabytes (mb). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 50mb and each email must comply with the requirements described in the previous two paragraphs.

Failure to follow the above instructions may result in the proposal being found non-responsive and rejected.

It is the responsibility of the Offeror to ensure that their proposal and any Agency-issued RFP forms, attachments, or amendments (signed by the Offeror) are in the issuing office of the Agency prior to the scheduled proposal closing time. A proposal will be rejected if the proposal and any signed forms, attachments, or amendments are not received prior to the closing date and time. Any forms, attachments, or amendments that are submitted by the Offeror should be included in the Offerors Technical Proposal packet.

The Agency is not responsible for unreadable, corrupt, or missing attachments. It is the Offeror’s responsibility to contact the issuing office at (907) 465-6705 - Voice, (907) 465-4980

- TDD to confirm that the emailed proposal has been received. Failure to follow the above instructions may result in the proposal being found nonresponsive and rejected.

1.13 DISCUSSIONS WITH OFFERORS

The Agency may conduct discussions with Offerors for the purpose of clarification. The purpose of these discussions will be to ensure full understanding of the proposal and the requirements of the RFP. Discussions will be limited to specific sections of the RFP identified by the Procurement Manager. Discussions, if held, will be after initial evaluation of proposals by the Proposal Evaluation Committee (PEC), and only with Offerors who have submitted a proposal considered reasonably eligible for award. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the Procurement Manager may set a time for best and final proposal submissions from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of best and final proposal submissions. Reevaluation will be limited to the specific sections of the RFP opened to discussion by the Procurement Manager.

Issue Date: May 31, 2025 Page 8 of 49

1.14 AMERICANS WITH DISABILITIES ACT

The Alaska State Legislature complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a proposal should contact JC Kestel, Procurement Manager, Legislative Affairs Agency, (907) 465-6705 - Voice, (907) 465-4980 - TDD within a reasonable time, as determined by the Agency, before the proposals are due, to make any necessary arrangements.

1.15 PREFERENCE FOR ALASKA OFFEROR

If the Alaska Legislative Procurement Procedures apply and if an Offeror qualifies for the Alaska Bidder Preference, the Offeror will receive a preference of five (5) percent, applied in accordance with sec. 145 (Contract Award) of the Alaska Legislative Procurement Procedures.

To qualify for the preference, the Offeror must: (a) hold a current Alaska business license; (b) submit an offer for the Contract under the name that appears on the person's current Alaska business license; (c) have maintained a place of business in the State staffed by the Offeror or an employee of the Offeror for a period of six months immediately preceding the date of this offer; (d) be incorporated or qualified to do business under the laws of the State, be a sole proprietorship and the proprietor is a resident of the State, be a limited liability company organized under AS 10.50 and all members are residents of the State, or be a partnership under AS 32.06 or AS 32.11 and all partners are residents of the State; and, if a joint venture, be composed entirely of ventures that qualify under (a) - (d) of this paragraph.

To receive the Alaska Bidder Preference, the proposal must include a statement certifying that the Offeror is eligible to receive the Alaska Bidder Preference. If the Offeror is a limited liability company (LLC) or a partnership as identified in the previous paragraph, the statement must also identify each member or partner and certify that all members or partners are residents of the State. If the Offeror is a joint venture which includes an LLC or a partnership as identified in the previous paragraph, the statement must also identify each member or partner of each LLC or partnership that is included in the joint venture and certify that all of those members or partners are residents of the State.

1.16 FUND OBLIGATIONS

The availability of funds to pay for OVR’s monetary obligations under the Contract is contingent upon appropriation of funds for the particular fiscal year involved. In addition to any other right of the OVR under this Contract to terminate the Contract, if, in the judgment of the Executive Director of the Agency, sufficient funds are not appropriated, the Contract will be terminated by OVR or amended, without liability of OVR or the Agency for the termination or amendment. To terminate under this section, the Project Director shall provide written notice of the termination to the Successful Offeror.

1.17 CANCELLATION; REJECTION OF ALL PROPOSALS; PREPARATION COSTS

This RFP does not obligate OVR, the Agency, or the Alaska Legislative Council to award a contract or to pay any costs incurred in the preparation of the proposal if a contract is not awarded. This RFP may be cancelled, or all proposals rejected, as provided in sec. 120 of the Alaska Legislative Procurement Procedures. Among the reasons that justify cancellation is that all of the responsive proposals exceed the funds available for the Contract.

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1.18 REJECTION OF INDIVIDUAL PROPOSALS

A proposal may be rejected in whole or in part when in the best interest of OVR, as provided in sec. 130 of the Alaska Legislative Procurement Procedures.

1.19 MORE THAN ONE PROPOSAL SUBMISSION

Offerors may only submit one proposal in response to this RFP. If an Offeror submits more than one proposal in response to this RFP, all proposal submissions from that Offeror will be considered nonresponsive to the RFP.

1.20 PROCUREMENT PROCEDURES

This RFP is subject to the Alaska Legislative Procurement Procedures. The website link to the Procurement Procedures is on page one of this RFP.

1.21 DISCLOSURE OF PROPOSAL CONTENTS

All proposals and other material submitted become the property of the Agency and may be returned only at the Agency’s option. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process and prior to the time a Notice of Intent to Award a Contract is issued. Thereafter, proposals will become public information.

1.22 ADDITIONAL TERMS AND CONDITIONS

The Agency reserves the right to include additional terms and conditions in the Contract.

However, these terms and conditions must be within the scope of the RFP and may not amount to a material modification of this RFP.

1.23 FORMAT OF CONTRACT

The Contract entered into as a result of this RFP will be in the contract format desired by OVR and will include the provisions of the RFP that apply to the Contract.

1.24 FIRM OFFER

For the purpose of award, proposals made in accordance with this RFP shall be good and firm for a period of ninety (90) days from the deadline for receipt of proposals in response to the

RFP.

1.25 AWARD OF CONTRACT

Award of this RFP is subject to approval by the State of Alaska Legislative Council.

1.26 AWARD CRITERIA

The final award of a Contract based on this RFP is not solely based on the price. See Section Four (Evaluation Criteria) requirements of this RFP.

1.27 NOTICE OF INTENT TO AWARD

Upon selection of an apparent Successful Offeror, the Procurement Manager will issue a written Notice of Intent to Award (NIA) and send copies to all Offerors. The NIA will list the names and addresses of all Offerors and identify the proposal selected for award.

Issue Date: May 31, 2025 Page 10 of 49

1.28 PROTEST

If an Offeror wishes to protest a solicitation, the award of a contract, or the proposed award of a contract, the protest must be filed in accordance with secs. 230 and 240 of the Alaska Legislative Procurement Procedures.

1.29 CONTRACT NEGOTIATIONS

After issuing the NIA, OVR may elect to initiate contract negotiations. The option of whether or not to initiate contract negotiations rests solely with OVR. If OVR elects to initiate contract negotiations, these negotiations cannot involve changes in OVR’s requirements or the Offeror’s proposal that would, by their nature, affect the basis of the source selection and the competition previously conducted.

1.30 FAILURE TO NEGOTIATE

OVR may terminate negotiations under paragraph 1.29 (Contract Negotiations) of these Notices to Offerors and negotiate with the next highest ranked Offeror if:

a. the selected Offeror fails to provide the necessary information required to begin negotiations in a timely manner;

b. the selected Offeror fails to negotiate in good faith;

c. the selected Offeror indicates it cannot perform the contract within the budgeted funds available for the project; or

d. the selected Offeror and OVR, after a good faith effort, simply cannot come to terms.

1.31 CONTRACT AMENDMENTS

In addition to any other amendment the parties may be allowed to make under the Contract, the terms of the Contract entered into as a result of this RFP may be amended by mutual agreement of the parties if the Agency determines that the amendment is in the best interests of OVR.

1.32 CONTRACT ASSIGNMENT/TRANSFER

Assignment or transfer of the Contract entered into as a result of this RFP is subject to sec. 160 of the Alaska Legislative Procurement Procedures.

1.33 TERMINATION OF CONTRACT

Upon delivery of written notice to the Successful Offeror, the Contract resulting from this RFP may be terminated by the Project Director with or without cause. To terminate, the Project Director shall provide notice by email or delivery of a hard copy to the Successful Offeror, whichever method is selected in the sole discretion of the Project Director. If the Contract is so terminated and the termination is not based on a breach by the Successful Offeror, OVR shall compensate the Successful Offeror for services and/or products provided under the terms of the Contract up to the date the termination notice is delivered, provided the Successful Offeror provides OVR with a statement in writing containing a description of the services and/or products provided prior to contract termination and a copy of all documents, reports, material, and other items required to be delivered to the Project Director by this RFP.

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1.34 BINDING ON SUCCESSORS

The Contract issued as a result of this RFP and all the covenants, provisions, and conditions contained in the Contract shall inure to the benefit of and be binding upon the successors and assigns of the Successful Offeror and OVR.

1.35 BREACH OF CONTRACT

In case of a breach of the Contract, for whatever reason, by the Successful Offeror, OVR and the Agency may procure the services from other sources and hold the Successful Offeror responsible for damages resulting from the breach.

1.36 APPLICABLE LAWS

The Successful Offeror and its offer must comply with all applicable federal, state, and municipal labor, wage/hour, safety, and any other laws which have a bearing on the Contract, and the Successful Offer must have all licenses, registrations, permits, and certifications required by the Agency and state and municipal law for performance of the Contract covered by this RFP.

1.37 VENUE AND APPLICABLE LAW

In the event that the parties find it necessary to litigate the terms of the Contract, the venue shall be the State of Alaska, First Judicial District at Juneau, and the Contract shall be interpreted according to the laws of Alaska.

1.38 RECORDS; AUDIT

The requirements in this section 1.38 (Records; Audit) are in addition to any other records required by this RFP. Unless the resulting Contract will be primarily for products, the Successful Offeror shall accurately maintain detailed daily records that state the date of the work, the start and finish time of the work for each day, and describe the work done during the day. For all types of contracts, the Successful Offeror shall also keep any other records that are required by the Project Director. The records required by this paragraph are subject to inspection by OVR, the Agency or the Project Director at all reasonable times.

1.39 OWNERSHIP AND REUSE OF DOCUMENTS

Unless an RFP is soliciting primarily for products, all documents, reports, material, and other items generated as a consequence of work done under this Contract are the property of OVR.

To the extent an Offeror has any interest in the copyright for these items under the copyright laws of the United States, the Offeror transfers any and all interest the Offeror has in the copyright for these items to OVR, and OVR will be the owner of the copyright for these items.

Upon completion of the work or termination of the Contract, the items shall be delivered to the Project Director. Offerors acknowledge that all the items are Agency records and, as a result, may be public records.

1.40 MATERIALS AND PROCESSES COVERED BY PATENTS, TRADEMARKS, OR

COPYRIGHTS

If the Successful Offeror employs any design, device, material, or process covered by a patent, trademark or copyright, the Offeror shall provide for the use by suitable legal agreement with the owner. The Successful Offeror shall indemnify and save harmless the Legislature of the State of Alaska, OVR, the Agency and their officers, agents, and employees, and any affected third party from any and all claims for infringement by reason of the use of the patented design, Issue Date: May 31, 2025 Page 12 of 49 device, material or process, or any trademark or copyright, and shall indemnify OVR and the Agency for any costs, expenses, and damages which it may be obliged to pay by reason of any infringement at any time during the Contract or after the completion of the Contract.

1.41 INDEMNIFICATION

The Successful Offeror shall indemnify, save harmless, and defend the Alaska State Legislature, OVR, the Agency, and the Legislature and Agency’s officers, agents, and employees from liability of any nature or kind, including, but not limited to, costs, attorney fees, and expenses, for or on account of any and all legal actions or claims of any character whatsoever resulting from injuries or damages sustained by any person or persons or property as a result of any error, omission, or negligence of the Successful Offeror that occurs on or about the Legislature or Agency’s premises or that relates to the Successful Offeror's performance of its Contract obligations.

1.42 FORCE MAJEURE

The Successful Offeror is not liable for the consequences of any delay or failure to perform, or default in performing, any of its obligations under this Agreement, if that failure or default is caused by any unforeseeable Force Majeure, beyond the control of, and without the fault or negligence of, the Successful Offeror. For the purposes of this paragraph, “Force Majeure” means: war (whether declared or not); revolution; invasion; insurrection; riot; civil commotion;

sabotage; military or usurped power; lightning; explosion; fire; storm; drought; flood;

earthquake; epidemic; quarantine; or strike.

1.43 INSURANCE

Without limiting the Successful Offeror’s indemnification responsibilities under paragraph

1.41 (Indemnification) of this RFP, it is agreed that the Successful Offeror shall purchase at its own expense and maintain in force at all times during the Contract the following insurance and bonds:

1. workers’ compensation insurance as required by AS 23.30.045(d) for all employees engaged in work under the Contract and as required by any other applicable law; the Successful Offeror will be responsible for worker’s compensation insurance for any subcontractor who directly or indirectly provides services under the Contract; the coverage under this paragraph must include a waiver of subrogation against the State of Alaska;

2. comprehensive general liability insurance covering all business premises of, and operations by or on behalf of, the Successful Offeror in the performance of the Contract, including, but not limited to, blanket contractual coverage, products coverage, premises and operations coverage, independent contractors coverage, broad form property damage endorsement, and personal injury endorsement; the policy must have minimum coverage limits of $1,000,000 combined single limit per occurrence and annual aggregates where generally applicable; unless waived by the Agency, the insurance policy shall name OVR as an additional insured;

3. commercial automobile liability insurance covering all vehicles used by the Successful Offeror or any subcontractor who directly or indirectly provides services under this

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Contract in the performance of the Contract, with minimum coverage limits of $500,000 combined single limit per occurrence;

Certificates of Insurance must be furnished to the Procurement Manager before a contract is entered into. Each of the required insurance policies must provide for the Agency to receive a 30-day prior notice of any cancellation. Where specific limits are shown above, it is understood that they are the minimum acceptable limits. If a policy contains higher limits, OVR will be entitled to coverage to the extent of the higher limits. All insurance policies must comply with, and be issued by, insurers licensed to transact the business of insurance in Alaska or in another state.

All insurance shall be considered to be primary and non-contributory to any other insurance carried by OVR and the Agency through self-insurance or otherwise.

In addition to providing the above coverages, the Successful Offeror shall require that all indemnities obtained from any subcontractors be extended to include OVR and the Agency as an additional named indemnitee. The Successful Offeror shall further require that OVR and the Agency be named as an additional insured on all liability insurance policies maintained by all subcontractors under their contracts with the Successful Offeror, and that an appropriate waiver of subrogation in favor of OVR and the Agency be obtained with respect to all other insurance policies.

A lapse of an insurance policy and or a failure to furnish satisfactory evidence of insurance is a material breach of this Agreement and shall be grounds for termination of the Successful Offeror’s services. All insurance policies shall comply with, and be issued by, insurers licensed to transact the business of insurance in Alaska.

1.44 TIME

Time is of the essence.

1.45 HUMAN TRAFFICKING

By the Offeror’s signature on their Proposal, the Offeror certifies that the Offeror is not headquartered in a country recognized as Tier 3 in the most recent U.S. Department of State’s Trafficking in Persons Report.

In addition, if the Offeror conducts business in but is not headquartered in a country recognized as Tier 3 in the most recent U.S. Department of State’s Trafficking in Persons Report, a certified copy of the Offeror’s policy against human trafficking must be submitted to the Agency prior to contract award.

The most recent U.S. Department of State’s Trafficking in Persons Report can be found at the following website: https://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/office-to-monitor-and-combat-trafficking-in-persons/

If an Offeror fails to comply with this paragraph 1.45 (Human Trafficking), the Agency may, without liability, reject the Offeror’s proposal as nonresponsive, cancel an intent to award to the Offeror, or cancel the resulting Contract to the Offeror.

https://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/office-to-monitor-and-combat-trafficking-in-persons/ https://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/office-to-monitor-and-combat-trafficking-in-persons/

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1.46 COVERAGE UNDER ETHICS LAW

Certain provisions of the Legislative Ethics Act (AS 24.60) apply to legislative consultants, legislative independent contractors, and their employees. It is the responsibility of the Successful Offeror to review AS 24.60 and determine whether the Offeror is in compliance with AS 24.60.

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SECTION TWO - RFP SPECIFICATIONS

2.01 BACKGROUND INFORMATION

The Alaska Office of Victims’ Rights serves three functions: 1) advocating to preserve and protect individual crime victims’ rights under the Alaska Constitution and statutes; 2) investigating complaints by crime victims concerning criminal justice agencies; and 3) participating in community and government advocacy groups to help improve crime victim experiences in the criminal justice system. OVR is an independent agency within the legislative branch of state government established by the Alaska Legislature in 2001. OVR’s placement in the legislative branch avoids conflicts in state government and ensures OVR’s independence to investigate criminal justice agencies and make appropriate recommendations. Alaska Statute 24.65, et seq. (Effective July 1, 2002) provides authority for OVR’s investigative powers and responsibilities. OVR remains a national leader in victim advocacy. It is one of the first law offices in the nation to have comprehensive investigative tools and powers, with legislative oversight, to advocate for crime victims’ legal rights. OVR provides victims with a variety of services including information, education, investigation, and courtroom advocacy. In providing these services, OVR maintains a philosophy of cooperation and collaboration when working with the courts, criminal justice agencies, and crime victims.

Technology support is provided to the OVR through a cooperative agreement with the Agency’s Division of Information and Technology (DTI). DTI provides infrastructure and help desk support to OVR and other offices of the Legislature. For the purposes of responding to this RFP, Offerors responses must meet the technology standards of DTI as outlined in the following table.

Technology DTI Standard Network Server Operating System Microsoft Windows Server Desktop/Laptop Operating System Microsoft Windows 11 (23H2) Database Management System Microsoft SQL Server 2019 or later Web Server Microsoft IIS Virtualization Microsoft Hyper-V

If an Offeror’s solution is delivered solely as a SaaS offering, the Offeror may provide alternate technologies, however, must explain the technology in detail and how it functions.

2.02 MINIMUM QUALIFICATION REQUIREMENTS

An Offeror must include evidence in their proposal that demonstrates they possess a minimum of three (3) successful implementations of their CMS, and include if these implementations or installations were for offices or agencies of Victims' Rights, Victims Advocacy or public law defense, and a minimum of five (5) years prior experience installing, configuring, and customizing such in government workplace environments including offices or agencies of Victims Rights, Victims Advocacy or public law defense.

An Offeror's failure to meet these minimum requirements may cause their proposal to be considered nonresponsive and rejected. If the Successful Offeror fails to meet these minimum

Issue Date: May 31, 2025 Page 16 of 49 requirements during the Contract resulting from this RFP, the Agency may terminate the Contract by providing notice to the Successful Offeror.

2.03 SCOPE OF WORK AND SERVICES

OVR is interested in a CMS to manage initial case intake, attorney assignment and case management, to provide scheduling capability, key reporting capability; manage workflow; and increase operational efficiencies. The new CMS must allow staff to work in a modern system with integrated workflows, internal and external communication, and dynamic automations with features promoting collaboration between attorneys, co-workers and clients.

A. High Level CMS Must Have Requirements (HLR):

1. General core capabilities

i. HLR-1 System must support multiple users, user administration, customizations by admin users, simultaneous use; and provide auditing capability for all actions.

ii. HLR-2 System must support either cloud-based or on-premises environments, allow for bulk upload or migration of pre-existing case data and documents.

iii. HLR-3 System must present screens or pages in an intuitive tabular based interface.

2. Case intake

i. HLR-4 CMS System must have case intake capabilities that supports gathering of required client case data via public facing web page or form, and automatic intake and population of case data into the system, or automatic rejection of the case based on the administrators’ requirements.

3. Case management

i. HLR-5 CMS system must provide for case management that includes case processing, custom workflow management, alerting and notifications, calendaring and scheduling, relating cases, and task assignment to users.

ii. HLR-6 The system must allow for addition of notes or comments to cases, documents, contacts, events and any artifact in the system.

iii. HLR-7 The system must allow for artifacts to be attached to Cases, for files to be stored in a navigable and searchable file explorer interface, and for documents to be automatically generated with case details based on administrator defined templates.

4. Search

i. HLR-8 CMS system must be searchable by any keyword appearing in the details of any system artifact, such as case name, persons involved, crime, files, document contents, contacts, events, etc., with hyperlinks appearing for relevant artifacts.

Searches must be filterable on all report data types.

ii. HLR-9 System must be searchable by wildcard and phonetic searches.

iii. HLR-10 Search results should include brief text summaries of each result item.

5. Reporting

i. HLR-11 CMS system must provide the capability for generating reports of all case data in the system. Demographics of victims and defendants, agency names, attorney caseload, crime type, assistance type provided, case status, court and hearing events, start dates, end dates, days open, staff assigned, agency involved, geo information, and other key performance metrics as determined. Reports must be filterable on all report data types.

6. Information security

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i. HLR-12 CMS system must be capable of protecting the confidentiality, integrity, and system accessibility from unauthorized disclosure, destruction, and denial.

Cases contain sensitive information such as personal identifiable information, health related information, and criminal justice information, and must be encrypted at rest and in transit.

ii. HLR-13 System must support configurable data retention policies, continuous backup and redundancy, and data must be housed on United States (US) soil.

iii. HLR-14 System must support administrator configurable rules for username, password, failed and forgotten usernames and passwords, multi-factor authentication, session timeouts, and data redundancy via continuous backups.

iv. HLR-15 System must support administrator defined Role Based Access Controls, defining user permissions for access and permissions to cases, artifacts, and administrative controls, and integrate with the client’s Active Directory.

B. Detailed Requirements:

1. Requirements – See for form 5.03 (List of Detailed Requirements) of this RFP

i. Offeror must clearly indicate which of the Requirements their proposed solution fully meets, partially meets, does not meet, or would require customization to meet.

Please note, customization means adjustments needed to your COTS application to fit OVR’ requirements.

C. Services shall include, but are not limited to, the following:

1. Implementing a CMS inclusive of all software and licensing required for 10 users located in the Anchorage office or remotely by users who may be working off-site;

2. Configuring the CMS features to achieve the performance as outlined in this RFP;

3. Consulting with the Project Director, DTI Staff, and other designees on CMS customizations (as required);

4. Implementing customizations approved by the Project Director, DTI Staff and other designees;

5. Consulting with the Project Director, DTI Staff, and other designees on CMS other desired requirements (as required);

6. Implementing other desired requirements approved by the Project Director, DTI Staff and other designees;

7. Training OVR staff, and DTI support personnel on the CMS;

8. Providing system maintenance and support of the CMS during the contract period and through the minimum five (5) year maintenance agreement; and

9. Providing other CMS assistance as directed by the Project Director, DTI Staff, and OVR staff.

D. Response must include and fully address the following:

1. Licensing – An Offeror must include in its proposal the cost of licensing (one-time perpetual fee or 12-month subscription-based fee) per user for its CMS solution.

2. Configuration and Customization – An Offeror must include in its proposal the cost for configuration of the CMS. Customization work is to be included in the price provided.

3. Maintenance and Support – An Offeror must include in its proposal the annual cost for a five (5) year maintenance agreement to provide on-going system support and

Issue Date: May 31, 2025 Page 18 of 49 maintenance including upgrades, bug fixes, patches, and other technical support as necessary to operate the new system.

4. Software Documentation – An Offeror must certify that it will provide detailed system and user documentation to DTI and OVR staff responsible for the operation and support of the system.

5. Training – An Offeror must certify that it will provide two levels of training:

i. Administrative/Power User – Training for OVR staff who will assist others with end-user training, in a Train-the-Trainer or similar methodology.

ii. End-User – End-user training covering the basics of CMS user activities.

E. Response must describe System Deployment Options, specifically:

1. Software as a Service (SaaS) – If an Offeror’s solution is delivered solely as a SaaS offering, the Offeror must explain in detail how the CMS solution meets this paragraph

2.03 High Level CMS Must Have Requirements, including all licensing, data security (including US soil requirement), support, and maintenance.

2. Hosting – An Offeror must include all technical specifications required to host the CMS in the following deployment scenarios:

i. As a virtual machine(s) / virtual appliance(s) which could be hosted in Microsoft

Azure Government Cloud.

ii. As a virtual machine(s) / virtual appliance(s) which could be hosted on-premise utilizing (virtualization technology standard).

iii. Special care must be taken to denote ALL the necessary licenses required to support the CMS, including Server Operating System, Database System, Web Server, etc., and Remote Administration for support and maintenance. Describe whether these licenses are included in the proposal or is the responsibility of the OVR to provide.

2.04 PHASING, GENERAL TERMS, AND CONDITIONS OF ENSUING CONTRACT

A. Phasing of Ensuing Contract: Due to the limited number of staff, OVR would like the CMS project to be implemented in the following phases:

1. Phase 1 Pre-Implementation Planning – After the contract has been signed, the

Successful Offeror will schedule an onboarding session with the Project Director, DTI, and any OVR representative that OVR would like included. This session will serve as the first of the project management planning meetings for the implementation. Other meetings will occur as needed during this phase. The Project Director will take the lead in deciding whether any substantive customizations will be performed, if other desired requirements will be performed, as well as deciding the process for addressing issues and questions that might affect the CMS rollout for the office.

2. Phase 2 Implementation and Initial System Use Testing – After the Project Director deems pre-implementation planning is complete, the Successful Offeror will schedule implementation work with DTI. After a successful implementation and the CMS solution is operational, the Project Director and OVR representative(s) will perform initial system use testing. The purpose of this initial testing is to identify where configurations or

Issue Date: May 31, 2025 Page 19 of 49 customizations may be required to support any unique OVR processes. The Successful Offeror will collect these to guide follow-on work. The Successful Offeror should be prepared to provide support and/or ad hoc training to ensure initial system use testing is successful.

3. Phase 3 Configuration and Customization – Using the information collected in Phases 1 and 2, the Successful Offeror will complete configurations required to support OVR’s processes. Customizations shall be considered based on time to implement and estimated cost. Should the Project Director desire to pursue customization work or other desired requirements, such work will be completed during this phase of the project.

4. Phase 4 Final Use Acceptance Testing – After the completion of work in the previous phase, the Project Director and staff involved in the initial system use testing will validate the configurations and customizations implemented by the Successful Offeror.

5. Phase 5 Training – CMS solution training will be scheduled and delivered to all OVR staff. The use of online conference tools in which to conduct training, such as Microsoft Teams, Zoom, and similar platforms will be the preferred method of training staff. Ample time should be scheduled for Q&A.

B. Terms and Conditions of Ensuing Contract: The Contract resulting will have the following

Terms and Conditions and the Contract is subject to additional Terms and Conditions that the Agency see’s appropriate for the project:

1. Term: The Contract resulting from this RFP will not take effect until signed by the

Agency’s Executive Director or her designee. The Successful Offeror for this project will begin meeting and planning with OVR upon execution of the Contract by the Agency’s Executive Director. The Successful Offeror shall reach Phase 4 (Final Use Acceptance Testing) of the project no later than November 30, 2025. After the successful completion of Phase 4 (Final Use Acceptance Testing) of the project, the Successful Offeror shall provide OVR with training for the new CMS solution by coordinating a training schedule with OVR that is acceptable to the Project Director.

The Successful Offeror shall provide five (5) years of ongoing maintenance and support to provide on-going system support and maintenance including upgrades, bug fixes, patches, and other technical support as necessary to operate the CMS and the five (5) year period shall begin upon the successful completion of Phase 5 (Training) of the project.

2. Contract Payment: The Successful Offeror shall be paid after completion of Phase 5 (Training) of the Project for all cost proposed on the offerors Cost Proposal with the exception of the on-going system maintenance and support cost proposed on line C.

(Maintenance and Support (5-years)) of form 5.04 (Cost Proposal Form) of this RFP. The payments for the five (5) years of on-going system maintenance and support will be made annually at the beginning of each year of the on-going maintenance and support. The Project Director must approve all contract payments.

3. Invoices: The Successful Offeror shall verify invoices for accuracy before submission to Project Director for payment. The Successful Offeror will submit invoices within thirty

Issue Date: May 31, 2025 Page 20 of 49

(30) days of the successful completion of Phase 5 (Training) of the project and each year annually for the on-going system maintenance and support.